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Author Topic: CiviCRM with a National Sports Federation  (Read 1000 times)

Ryan van den Bergh

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CiviCRM with a National Sports Federation
February 11, 2011, 01:36:36 am
Hi,

I have to create a new website for our National Sports Federation. I've used Drupal for quite some time, but I've only recently begun to get to grips with CiviCRM.

I'm having a hard time mapping our membership system to CiviCRM, and I was really hoping someone could point me in the right direction. Unfortunately our membership structure is quite complex, and we're unable to modify it as we have to comply with National legislation.

The Membership Structure is as follows:
  • Club - are the Members of the National Federation. They must pay an annual affiliation fee. Clubs that do not pay fees on time, or do not comply with various other requirements, will have their affiliation terminated.
  • Registered Players - are members of each Club and are registered as players with the National Federation. In order to be able to become Registered Players, individuals need to obtain permission from their club's chairman, and pay an annual registration fee. If the Club's affiliation is terminated, so too is the Registered Player's affiliation. We would like to keep their details on file, so they can update them, and/or transfer to another club.

In addition, we have a number of committees in each club and within the Federation itself. Registered Players that serve on those committees are responsible for various functions and I would need to restrict access to various parts of the website based on this. Committee membership also expires after different periods - so creating some kind of "position" with permissions and expiry periods would be helpful.

Lastly, all our Registered Players must complete a registration form. This form needs to be printed out and manually signed, before being scanned and mailed back to the Federation. At that point their club's chairman must verify that the details are correct and the Federation will allow registration to take place. I realise this procedure may seem outdated, but we don't really have a choice for legal reasons. If I could find a way to create a PDF document that was automatically mailed to the player (using the details entered on the registration) this would be helpful too.

I really hope someone can help.

Thanks in advance!

petednz

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Re: CiviCRM with a National Sports Federation
February 11, 2011, 10:59:27 am
Hi - some partial answers.

The quick answer looked like: Club Memberships to the Nat Fed using Inherited Memberships - these are based on a Relationship between the RegPlayer and the Club (eg Reg Member of/is) - and you only give them the Relationship after the Club Chair's approval.

But, since the Reg Player also has to pay for their Membership, then the above isn't sufficient.

So I am wondering if the follwing might work

- Inherited Memberships to NatFed via the Club based on the above Relationship PLUS
- Individual Memberships to the Clubs

Then for someone to count as Member both of the conditions above have to be met.

Then for Committees, maybe use Relationships since these can have End Dates set.

Then, access to Committee web stuff is based on all three conditions being met - which I suspect will need some hacking to require both CiviMember Synch to require both Memberships above being 'current' PLUS, CiviGroup synch, where the Smart Group is built off the Relationship you use for their Committee status.

Then the PDF - so you need the RegPlayer membership status to be put in to a Pending/Approval status while the PDF gets signed etc and approval provided (search for membership approval to check status of that option).

Hope that helps.

I am sure others will suggest a tidier version of the above but may get the ideas flowing.
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Ryan van den Bergh

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Re: CiviCRM with a National Sports Federation
February 14, 2011, 07:42:18 am
Thanks peterd that helps a lot! I'll continue playing around until I get it right :)
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